One report, one owner
Record the property, room, time the concern was received and the resident’s description. Add relevant access or communication needs and name the person responsible for the next action. Preserve the original report alongside later findings.
Evidence that explains the concern
Label each photograph with the room, date and what it shows. Keep inspection findings separate from possible causes suggested by monitoring. Add the inspector, assessment and supporting documents so another member of the team can pick up the case.
Appointments are not completed work
Record the agreed visit and resident response, then add what the contractor actually did. Track remaining actions separately. Keep the written summary, its issue record and any resident reply together.
Finish with a follow-up
Assign a review date and owner. Check completion evidence, contact the resident and review room trends. Ofacto’s demo lets you work through an example from the first report to follow-up, with an editable report assembled from the case.
